Purpose
1.1. Automate allocation of rooms or facilities to scheduled activities and individuals, ensuring optimal space usage, resource availability, and compliance with adult day care operational standards.
1.2. Prevent double-bookings, track real-time occupancy, integrate special needs (mobility, health), and instantly communicate assignments to staff, clients and families.
1.3. Streamline scheduling changes by updating facilities and notifying all stakeholders automatically.
1.4. Enable audit logs for assignments to meet regulatory and quality requirements.
1.5. Synchronize assignments with physical security and access control, reducing manual error, and ensuring privacy and safety.
Trigger Conditions
2.1. New activity scheduled in calendar or management system.
2.2. Change or cancellation of scheduled activity.
2.3. Update to client roster or staff availability.
2.4. Emergency or urgent schedule override.
2.5. Resource or facility status change (maintenance, cleaning, outage).
2.6. Periodic review or batch update for recurring assignments.
Platform Variants
1. Microsoft Outlook Calendar
• Feature/Setting: Calendar API, recurring event handler; auto-assign resources upon event creation.
2. Google Calendar
• Feature/Setting: Calendar API "create" and "update" endpoints; use Rooms/Resources API to assign and reflect changes.
3. Salesforce
• Feature/Setting: Service Resource Scheduler, REST API for facility objects; trigger assignment flows on event creation.
4. Slack
• Feature/Setting: Workflow Builder, incoming webhooks; send facility assignment notifications to staff channels.
5. Twilio SMS
• Feature/Setting: Messaging API; auto-notify clients/families of facility assignments by SMS.
6. SendGrid
• Feature/Setting: Mail Send API; deliver assignment confirmations via email with custom templates.
7. Microsoft Teams
• Feature/Setting: Graph API – schedule and notify participants in channels with room details.
8. Zoom
• Feature/Setting: Meetings API; book virtual rooms if hybrid care activities occur.
9. QuickBase
• Feature/Setting: Automation builder; link scheduled events to room resources and status.
10. ServiceNow
• Feature/Setting: Flow Designer, Resource Management; auto-assign facilities on booking change.
11. Zapier
• Feature/Setting: Multi-step zaps; trigger on calendar event, update record in assignment database.
12. Asana
• Feature/Setting: Asana API, custom fields for facilities; auto-update resource field on new task/event.
13. Clio
• Feature/Setting: API for calendar and resources; automate assignments for client-related activities.
14. Monday.com
• Feature/Setting: Automation Recipes, Board API; attach room resources to relevant time slots.
15. Smartsheet
• Feature/Setting: Automated workflows, Resource Management; assign and update rooms on sheet change.
16. Airtable
• Feature/Setting: Scripting block; auto-update facility linked records for daily activity scheduling.
17. HubSpot
• Feature/Setting: Workflows, Calendar Meetings API; integrate room bookings with meeting creation.
18. Oracle NetSuite
• Feature/Setting: SuiteFlow, calendar APIs; trigger resource assignment on new event.
19. SAP SuccessFactors
• Feature/Setting: Intelligent Services Events; automate resource assignments during activity scheduling.
20. Kronos Workforce Central
• Feature/Setting: Workforce Scheduler API; connect shift assignments to resource (room) allocation.
21. Workday
• Feature/Setting: Business Process Framework, Calendar Event API; auto-assign and notify room changes.
22. BambooHR
• Feature/Setting: Webhooks and API for events; post-assignment notifications to stakeholders.
Benefits
4.1. Prevents facility scheduling conflicts and maximizes space usage.
4.2. Enables real-time updates and notifications to all parties, enhancing communication and safety.
4.3. Saves administrative time, reduces manual errors, and improves care quality.
4.4. Guarantees auditability, regulatory compliance, and robust records of all assignments.
4.5. Scales across multiple facilities and supports custom care needs without adding complexity.
Scheduling & Attendance Management